Administrative Assistant, College of Social Sciences, Policy, and Practice (Part-Time)

Simmons University
  • Location
    Boston, Massachusetts
  • Sector
    Education
  • Experience
    Early Career
  • Posted
    Nov 11

Position description

Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all. 

You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace. 

Job Summary 

Simmons University is looking for an Administrative Assistant to join the College of Social Sciences, Policy, and Practice. Reporting to the Director of Operations, the Administrative Assistant will play a critical role in maintaining the functionality and support for faculty, particularly the Warburg Chair . Established with the help of a generous grant from Joan Melber Warburg '45, widow of James P. Warburg, the Warburg Chair in International Relations brings to Simmons a distinguished practitioner who has had significant experience at a responsible level in international relations. 

This position is part-time, at 20 hours per week, during the University's core business hours. 

The Administrative Assistant will also support faculty in day-to-day operations including programmatic coordination, faculty support, meeting preparation, as well as data management and integrity for accreditation. 

The ideal candidate will thrive in a very fast paced, data-driven, and highly energized environment. Successful candidates will be experienced in handling a wide range of administrative support related tasks and work with limited supervision. As a University committed to diversity, equity and inclusion, we seek candidates who embody these values and have demonstrated success in working with individuals across a broad spectrum of identities and perspectives. 

Responsibilities 

Warburg Chair and Faculty Support 

Support the Warburg Chair, including lecture series event planning; 

Manage the Warburg Chair's calendar; 

Provide faculty support to the Division of Social Sciences, Education, and Public Health, and to the School of Social Work; 

Proof and edit course syllabi each semester; 

Assist with managing the course evaluation process; 

Coordinate data collection and record maintenance for accreditation compliance; 

Edit handbooks; 

Communications 

Answer phone calls and direct calls to appropriate parties or take messages; 

Attend meetings to record minutes; 

Coordinate meeting logistics including location reservations, catering and equipment; 

Prepare meeting materials and presentations; 

Draft and distribute meeting agendas; 

Open, sort, and distribute incoming correspondence, including faxes and email; 

Assist with graphic design for newsletter and infographics; 

Assist with website content maintenance; 

Maintain the confidentiality of sensitive and restricted communication both coming from and going to students and faculty; 

Administrative Operations & Projects 

Provide high-level administrative faculty support; 

Perform general office duties, such as ordering supplies, maintaining records, and management of database systems; 

Serve as a liaison on behalf of the program directors; 

Assist with parking and CEU distribution; 

Provide event support, including scheduling the Observed Simulated Clinical Exams, Career events, Alumni events, etc.; 

Support the department's annual Performance Review Process 

Other duties as assigned. 

Qualifications:
Bachelor's degree preferred or equivalent professional experience; 

2+ years of relevant experience working with faculty or supporting executives; 

Event planning experience; 

Experience managing complex schedules; 

Ability to interact effectively with all levels of the organization; 

Strong organization and communication skills and the ability to work independently; 

Ability to multitask and work well under pressure while efficiently making deadlines; 

Ability to handle confidential information discreetly; 

Proficient in Microsoft Office, the Google Suite of applications, and video conferencing software; 

Comfortable with learning new technology and software. 

Required Application Materials:
Resume 

Cover letter 

Names and contact information for three references 

Qualifications

Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all. 

You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace. 

Job Summary 

Simmons University is looking for an Administrative Assistant to join the College of Social Sciences, Policy, and Practice. Reporting to the Director of Operations, the Administrative Assistant will play a critical role in maintaining the functionality and support for faculty, particularly the Warburg Chair . Established with the help of a generous grant from Joan Melber Warburg '45, widow of James P. Warburg, the Warburg Chair in International Relations brings to Simmons a distinguished practitioner who has had significant experience at a responsible level in international relations. 

This position is part-time, at 20 hours per week, during the University's core business hours. 

The Administrative Assistant will also support faculty in day-to-day operations including programmatic coordination, faculty support, meeting preparation, as well as data management and integrity for accreditation. 

The ideal candidate will thrive in a very fast paced, data-driven, and highly energized environment. Successful candidates will be experienced in handling a wide range of administrative support related tasks and work with limited supervision. As a University committed to diversity, equity and inclusion, we seek candidates who embody these values and have demonstrated success in working with individuals across a broad spectrum of identities and perspectives. 

Responsibilities 

Warburg Chair and Faculty Support 

Support the Warburg Chair, including lecture series event planning; 

Manage the Warburg Chair's calendar; 

Provide faculty support to the Division of Social Sciences, Education, and Public Health, and to the School of Social Work; 

Proof and edit course syllabi each semester; 

Assist with managing the course evaluation process; 

Coordinate data collection and record maintenance for accreditation compliance; 

Edit handbooks; 

Communications 

Answer phone calls and direct calls to appropriate parties or take messages; 

Attend meetings to record minutes; 

Coordinate meeting logistics including location reservations, catering and equipment; 

Prepare meeting materials and presentations; 

Draft and distribute meeting agendas; 

Open, sort, and distribute incoming correspondence, including faxes and email; 

Assist with graphic design for newsletter and infographics; 

Assist with website content maintenance; 

Maintain the confidentiality of sensitive and restricted communication both coming from and going to students and faculty; 

Administrative Operations & Projects 

Provide high-level administrative faculty support; 

Perform general office duties, such as ordering supplies, maintaining records, and management of database systems; 

Serve as a liaison on behalf of the program directors; 

Assist with parking and CEU distribution; 

Provide event support, including scheduling the Observed Simulated Clinical Exams, Career events, Alumni events, etc.; 

Support the department's annual Performance Review Process 

Other duties as assigned. 

Qualifications:
Bachelor's degree preferred or equivalent professional experience; 

2+ years of relevant experience working with faculty or supporting executives; 

Event planning experience; 

Experience managing complex schedules; 

Ability to interact effectively with all levels of the organization; 

Strong organization and communication skills and the ability to work independently; 

Ability to multitask and work well under pressure while efficiently making deadlines; 

Ability to handle confidential information discreetly; 

Proficient in Microsoft Office, the Google Suite of applications, and video conferencing software; 

Comfortable with learning new technology and software. 

Required Application Materials:
Resume 

Cover letter 

Names and contact information for three references 

Application instructions

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